Order Management

Order Flow Overview

Budgeting Pro seamlessly integrates with your Shopify store to provide budget-controlled order management:

The Complete Workflow

  1. Order Creation: Orders are placed in your Shopify store
  2. Automatic Sync: Orders sync to Budgeting Pro as draft orders
  3. Budget Check: System validates budget availability
  4. Order Review: Users review and modify orders as needed
  5. Approval Process: Orders go through defined approval workflow
  6. Final Processing: Approved orders are processed in Shopify

Key Benefits

  • Real-time budget validation
  • Flexible order modification
  • Streamlined approval workflows
  • Complete audit trail
  • Automated synchronization

Viewing Orders

Orders Dashboard

Navigate to Orders to see all orders relevant to your permissions:

  • My Orders: Orders you've placed or are assigned to
  • Pending Approval: Orders waiting for your approval
  • All Orders: Complete order history (admin/manager view)
  • Draft Orders: Orders synced from Shopify but not yet processed

Order Filters

Use filters to find specific orders:

  • Status: Draft, pending, approved, rejected, completed
  • Location: Filter by specific locations
  • Date Range: Orders from specific time periods
  • Amount Range: Orders within certain value ranges
  • User: Orders from specific team members

Order List View

Each order shows:

  • Order number and date
  • Customer information
  • Total amount
  • Current status
  • Assigned location
  • Required approval level
  • Quick action buttons

Order Details

Accessing Order Details

Click on any order to view comprehensive information:

Order Information

  • Basic Details: Order number, date, customer
  • Location Assignment: Which location this order is charged to
  • Budget Impact: How this order affects location budget
  • Shopify Link: Direct link to the order in Shopify admin

Product Information

For each product in the order:

  • Product name and SKU
  • Quantity and unit price
  • Total line amount
  • Product category
  • Availability status

Financial Summary

  • Subtotal: Total before taxes and shipping
  • Taxes: Tax amounts (if applicable)
  • Shipping: Shipping costs
  • Total Amount: Final order total
  • Budget Remaining: Available budget after this order

Budget Validation

Automatic Budget Checks

When viewing an order, the system automatically:

  • Checks current budget availability
  • Calculates remaining budget after the order
  • Identifies any budget violations
  • Shows approval requirements

Budget Status Indicators

  • ✅ Within Budget: Order can proceed without additional approval
  • ⚠️ Approaching Limit: Order is near budget threshold
  • ❌ Over Budget: Order exceeds available budget
  • 🔒 Requires Approval: Order needs manager/executive approval

Budget Calculation

The system considers:

  • Current location budget
  • Previously committed orders
  • Pending orders awaiting approval
  • Historical spending in the current period

Modifying Orders

Adding Products

  1. Click Add Products in the order details
  2. Browse or search for products
  3. Select quantity and confirm addition
  4. System recalculates budget impact

Removing Products

  1. Find the product in the order line items
  2. Click the Remove button
  3. Confirm the removal
  4. Budget availability updates automatically

Quantity Changes

  1. Click on the quantity field for any line item
  2. Enter the new quantity
  3. Save the changes
  4. Review updated totals and budget impact

Limitations

  • Some modifications may require specific permissions
  • Certain order statuses prevent modifications
  • Budget constraints may limit product additions
  • Shopify inventory levels are checked in real-time

Approval Process

Approval Thresholds

Orders may require approval based on:

  • Order total amount
  • Budget percentage utilization
  • Product categories
  • Location-specific rules
  • User spending limits

Approval Levels

  1. Auto-Approval: Small orders within limits
  2. Manager Approval: Mid-range orders or first-level threshold
  3. Executive Approval: High-value orders or senior approval needed
  4. Board Approval: Exceptional cases requiring board oversight

Submitting for Approval

  1. Review order details thoroughly
  2. Add any necessary comments or justification
  3. Click Submit for Approval
  4. Select appropriate approver (if multiple options)
  5. Confirm submission

Approval Notifications

  • Approvers receive immediate email notifications
  • In-app notifications appear in the dashboard
  • SMS notifications (if configured)
  • Escalation reminders for pending approvals

Order Status Tracking

Order Statuses

  • Draft: Recently synced from Shopify, under review
  • Pending Approval: Submitted and awaiting approval
  • Approved: Approved and ready for processing
  • Rejected: Rejected by approver with comments
  • Processing: Being processed in Shopify
  • Completed: Successfully completed
  • Cancelled: Cancelled at any stage

Status History

View complete order timeline:

  • Creation date and user
  • Modification history
  • Approval requests and responses
  • Status changes with timestamps
  • Comments and notes

Real-time Updates

  • Order status updates automatically
  • Notifications sent to relevant users
  • Dashboard widgets reflect current status
  • Integration with Shopify order status

Common Actions

For Order Reviewers

  • Quick Approve: Approve orders within your authority
  • Request Changes: Send orders back with modification requests
  • Add Comments: Provide context or instructions
  • Bulk Actions: Process multiple orders simultaneously

For Order Creators

  • Save as Draft: Save orders for later completion
  • Clone Orders: Create similar orders from existing ones
  • Add Attachments: Include supporting documents
  • Set Priorities: Mark urgent orders for faster processing

For Managers

  • Budget Override: Approve over-budget orders (with justification)
  • Delegate Approval: Assign approval to other managers
  • Set Auto-Rules: Create automatic approval rules
  • Generate Reports: Create order analysis reports

Best Practices

Order Management Tips

  1. Regular Review: Check pending orders daily
  2. Clear Communication: Use comments for clarification
  3. Budget Planning: Monitor budget utilization regularly
  4. Documentation: Keep records of approval decisions
  5. Training: Ensure team understands the workflow

Efficiency Improvements

  • Set up email filters for order notifications
  • Use bulk actions for similar orders
  • Configure auto-approval rules where appropriate
  • Regular budget reviews to avoid delays
  • Clear approval hierarchies and thresholds

Troubleshooting

Common Issues

  • Orders not syncing: Check Shopify integration status
  • Budget calculations wrong: Verify location assignments
  • Approval delays: Check approver availability and notification settings
  • Missing products: Ensure product sync is enabled
  • Permission errors: Verify user roles and location assignments

Getting Help

If you encounter issues with order management:

  • Check the status page for system updates
  • Review user permissions and location assignments
  • Contact support with specific order numbers
  • Use the in-app help system for quick answers